How to... The Country Maintenance routine is accessible in the Sales Ledger section under the Setup menu.

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1 How to... U SE COUNTR Y MAINTENANCE The Country Maintenance routine is accessible in the Sales Ledger section under the Setup menu. The routine allows Merlin Users to create a list of countries for populating the Country drop-down list in the Supplier and Customer Maintenance routines. It is also used to designate whether a country is to be regarded as the Home country, within the European Union. or outside the European Union. for the purposes of VAT analysis and reporting. Selecting entries from a drop-down list (rather than free-typing) allows the consistent entering of data which can be interrogated through database queries and reporting. The routine has three fields, Country Code, Country Name and Origin. The Country Code has to be a unique identifier and consists of one, two, or three alphanumeric characters. This allows Users to create country lists based on the international telephone dialling code, the ISO country mnemonic, or their own customised coding structure. However, please consider that the Code field also dictates the order in which the list is offered which is in ascending Code order, not Country Name order. The Country Code is the unique identifier, a key field to the database, and once a record is created, the unique identifier cannot be changed. If the identifier is incorrect, delete the record and create a new record with the correct identifier. The Country Name field allows up to thirty characters and is the data seen in the drop-down list. The Origin field should be a single numeric digit representing the origin of the country, 0 = Home, 1 = European Union, 2 = Non-European Union. (Continued on page 2)

2 Page 2 Release 113 (Continued from page 1) Searching and Viewing an Existing Record A. Use the Navigation icons to scroll through the database to locate the required record: First record using Country Codes in ascending order. Previous record from current position using Country Codes in ascending order. Next record from current position using Country Codes in ascending order. Last record from current position using Country Codes in ascending order. or B. Use the Country Code field as a search field to find countries containing the search string. A string of <space> followed by the Return or Enter key displays the full Country database table. (Continued on page 3) For licensed users only. Not for general distribution.

3 Release 113 Page 3 (Continued from page 2) Creating a New Record 1. Select New from the icon bar. 2. Enter a unique identifier (up to three alphanumeric characters) in the Country Code field. 3. Enter the name in the Country Name field (up to 30 alphanumeric characters). 4. Enter 0, 1 or 2 in the Origin field to designate the country as Home, a member of the European Union, or a non-european Union country respectively. 5. Select Save from the icon bar. 6. A warning dialogue asks for confirmation. Select OK to accept and save the data to the database, or Cancel to return the record for further editing. (Continued on page 4)

4 Page 4 Release 113 (Continued from page 3) Editing an Existing Record 1. Locate the record to be edited. 2. Select Edit from the icon bar. 3. Change or enter the text in the Country Name field (up to 30 alphanumeric characters). Note: The unique identifier cannot be changed (see below). 4. Select Save from the icon bar. 6. A warning dialogue asks for confirmation. Select OK to accept and save the data to the database, or Cancel to return the record for further editing. (Continued on page 5) For licensed users only. Not for general distribution.

5 Release 113 Page 5 (Continued from page 4) Deleting an Existing Record * 1. Use the navigation icons from the icon bar to find the required record. 2. Select Delete from the icon bar. 3. A warning dialogue asks for confirmation of the deletion.. * Any Supplier and Customer records that reference a deleted country record will display a blank Country field. Any effected records will require editing and an alternative country selected from the drop-down list. Document Control Document ID: 0001 Document Version: 02 Last Updated: 17 Jan 2011 Planned Review: 17 Jan 2012